TELL YOUR STORY Cover Letters, Resumes,

References & Thank-you notes

Bluffton University Center for Career & Vocation

Just inside the main doors of Musselman Library

Monday—Thursday 9am—6pm; Friday 9am—2pm

Evenings and weekends by appointment

419-358-3030 | career@bluffton.edu

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Best Practices for Cover Letters

PURPOSE EDITING & REVIEWING

Much like your résumé, the purpose of the cover letter is to get an interview.

The cover letter should accompany and introduce your résumé. It should expand on, but not repeat, items in your résumé. Some items are better suited to your cover letter.

Use this space to demonstrate knowledge of the em-ployer and the position.

Have one or more trusted and capable individuals read your final version

Ideally, let your cover letter “rest” for a day and then return to it to see if you have done the following: Introduced, but not repeated, your résumé Written (or at least tweaked) a new cover letter for

each distinct position or open inquiry Written for the reader Focused on the job description and/or the organiza-

tion’s mission and your fit with it Highlighted specific experiences, projects, and appli-

cable skills Focused on what sets you apart Been honest Shown enthusiasm, passion, and energy Made sure that there are no spelling or grammar

errors (absolutely none)

STYLE & FORMAT SECTIONS

The cover letter should match your résumé in style and format.

One sheet, one side is the preferred length.

Use conventional business letter formatting:

Your contact information/address (may be in a header to match résumé)

Date Hiring manager’s name and address (Be as spe-

cific as possible. If the name is not known, use simply “Human Resources Director” or “Hiring Manager.”)

Position Identification (example … RE: Entry Lev-el Accounting Position)

Salutation (Again, be as specific as possible. If not known, lean toward “Dear Hiring Manager” rather than “To Whom it May Concern.” Never, ever, ever use “Dear Sir.”)

Body/content (more about this below) Closing and signature

Match the standards of your résumé: typically 1” margins, easy-to-read fonts (arial, times new roman, etc) in 11-point type.

You are S.T.A.R.-ing in your own life’s story. Think about describing your impact by describing the: Situ-ation, Task, Action, and Results. How have you gone “above and beyond” and how might that experience benefit your next employer?

Typically three or four paragraphs is best. In general, think about these four areas –

Paragraph 1: Why you are writing Grab the reader’s attention. Demonstrate enthusiasm for the op-portunity right from the beginning. Describe how and where you learned of the opening. Three or four sentences is usually suffi-cient.

Paragraph 2: What you have done Reference your degree and your most relevant experience. Take the time to describe one or two projects or experiences in some detail. This is the place to hint at what an interview with you will be like (make sure they are left wanting to hear more). Talk about connections between your background and the position. Use some of those key words you highlighted in your search. Write for the reader – what would be important for you to read if you were the HR manager?

Paragraph 3: What you like about the company Build on the previous paragraph. Make it clear you have done your research regarding the company and its mission. Ideally, do this without substantive quotations from the web site. This is your opportunity to highlight your fit in the organizational culture.

Paragraph 4: What you hope will happen next Thank the reader for his or her time. Indicate your desire for a follow-up conversation and interview. Restate your interest and enthusiasm for the position. You might want to restate your con-tact information and indicate that you look forward to following up with them about the opportunity. (Note: If you say you will follow up next week, mark it on a calendar – you don’t want to forget this).

CHRIS JACKSON 987 Johnson St. Oahu, HI 96701

Bluffton University, 1 University Dr. Bluffton, OH 45817

123-456-7890 ⦁ chrisjackson@bluffton.edu

________________________________________________________________________________________________

October 22, 2015 ABC Company Attn: Bob Jones, HR Manager 4321 Another Rd. Somewhere, OH 44444 Re: Office Manager Opening Dear Mr. Jones, Please find enclosed my resume in application for the Office Manager position recently advertised in The Daily News. I was extremely excited to see this opening and I think my experience and personality would be a great fit for this posi-tion and your company. As my resume shows, I have a great deal of experience in customer service oriented positions and my recently obtained degree in Business Administration and Communications from Bluffton University helped me to build on those skills even further. I gained many skills from my positions at Smith Company and ABC Organization. In both positions I super-vised teams and managed office functions while serving customers. In addition to having the skills and experience necessary to successfully fill this position, I am eager to be considered for this role because I know the great impact ABC Company has had on the local communities and I would enjoy being part of that process and impact. I have also had the opportunity to know multiple people with experience at ABC Company, specifically Amy Brown and Mark Black, who have always spoken very highly of the company and the opportunities afforded to them as employees. In closing, thank you for taking time to review my resume. I look forward to an opportunity to meet with you in person to further discuss how my skills could fit your needs in this position. If you find that you are in need of any additional information to complete my application, please do not hesitate to contact me at any time. Best Regards,

Chris Jackson Chris Jackson Enclosure: Resume & References

Best Practices for Résumés

PURPOSE FORMAT

Résumé is related to the French word for summary. Think of it as a summary of your education and expe-riences, your relevant knowledge and skills.

Although you are the subject of the résumé, think primarily of the employer’s needs and tailor the ré-sumé to that audience. Estimates of how long a reader will look at your résumé vary from 7 to 30 seconds. In some circumstances, the résumé re-ceives its initial “reading” by a computerized search process (thus, key words are, well, key).

The purpose of a résumé is to get an interview.

Chronological (most recent items listed first) is the most commonly sought format.

Use a simple, classic form. Be careful of ready-made templates as they can be difficult to edit in some cases.

Consistency, consistency, consistency … make sure it is balanced and focused: in font type and size, in section descriptions and color, in margins and bullet points.

CONTENT SECTIONS

Ideally, keep both running and targeted résumés. The running résumé is your “parking lot” for items you may or may not include on the résumé you cre-ate that is “targeted” for a particular position or kind of position. Running résumés are never sent to a potential employer.

Strong action verbs are your very best friends!

Be specific whenever you can (shortened wait time by 50%; increased productivity by more than 15%) but never, ever simply make up statistics.

Mirror language from the job description and use field-specific words and phrases but avoid jargon except where expected.

Avoid repetition (you have limited space; use it stra-tegically).

Three sections are absolutely required:

Contact Information Education Experience (may be in one or more sections)

Other sections to consider:

Highlighted Qualifications Professional Summary Campus and Community Involvement Leadership and Professional Development Skills and Certifications Languages (note fluency) Honors Research

Depending on your field, you may have additional sections

Student Teaching or Classroom / Field Experience Dietetics Internship

STYLE EDITING & REVIEWING

One sheet, one side is the preferred length for most relatively new workers; those with more experience may decide to use both sides of one sheet, but should always make sure it fills the second page (no partial pages).

Standards include: 1” margins, easy-to-read fonts (arial, times new roman, etc) in 11-point type

Unless you are applying for a position in a creative field (the visual arts, graphic design, etc.) you want the employer to notice you rather than your design choices.

Keep the formatting the same from one section to another.

Have one or more trusted and capable individuals read your final version

Use the résumé rubric included in this packet to do a self-evaluation.

Ideally, let your résumé “rest” for a day and then return to it to see if you have done the following: Told the strongest part of your story on the top half

Focused on what sets you apart

Described your experience by accomplishments rather than responsibilities

Referenced transferable skills for past positions

Researched keywords and used them appropriately

Been honest

Shown enthusiasm, passion, and energy

Used active verbs in the correct tense

Made sure that there are no spelling or grammar errors (absolutely none)

CHRIS JACKSON 987 Johnson St. Oahu, HI 96701

Bluffton University, 1 University Dr. Bluffton, OH 45817

123-456-7890 ⦁ chrisjackson@bluffton.edu

Highlighted Skills_______________________________________________________________ Driven leader with variety of supervisory experiences

Qualified in recruiting, training and acclimating new team members

Thrives when motivating others to work toward common goal

Education______________________________________________________________________ Bachelor of Arts, Bluffton University, Bluffton, OH Anticipated May 2016

Double major in Business Administration and Communications; Minor in Spanish

GPA 3.7/4.0 (Dean’s List 6 of 6 semesters)

Cross-Cultural Experience: Semester in Guatemala, Fall 2013

Honors Thesis: Microfinance Management: Local Commitment, Global Impact (December, 2015)

NCAA D3 student athlete: Varsity Soccer, 2012-present (co-captain, 2014 – present)

Related Experience______________________________________________________________ Assistant Manager, ABC Organization | Bluffton, OH August 2015 – Present Manage a shift team of six employees including training, supervision, and performance review Consistently exceed quarterly sales goals in a fast-paced retail environment Created new strategies for visual merchandising which have since been adopted company-wide

Customer Account Coordinator, Smith Company | Lima, OH Summers 2012 – 2015 Addressed and resolved customer account issues with speed, accuracy, empathy, and the ability to find multi-

ple potential solutions to a single problem Developed new and existing customer relationships resulting in the highest referral and retention rate over

three consecutive summers (2013 – 2015)

Communications Intern, XYZ Non-Profit Agency | Findlay, OH August 2014 – February 2015 Managed the robust social media presence of a rapidly-expanding non-profit agency Recruited, trained, and supported a team of more than 100 volunteers with a retention and satisfaction rate

above the industry average Assisted with the development of a new mission statement and organizational strategy Student Ambassador, Bluffton University | Bluffton, OH August 2014 – May 2015 Directed informative and engaging tours for prospective students and their families Implemented active listening skills to learn about guests and anticipate their needs and questions Frequently volunteered for additional shifts resulting in the highest tour-capacity each semester

Other Experience________________________________________________________________ Filing Clerk, XYZ Non-Profit Agency | Findlay, OH August 2014 – February 2015 Maintenance Clerk, Jones Surf Shop | Oahu, HI August 2013 – February 2014

Involvement & Professional Development___________________________________________

Student Member, National Association of Communications Professionals January 2014 – Present Member, Bluffton University Business Leaders (BUBL) August 2012 – Present (Treasurer, August 2014 – December 2015; President, August 2015 – Present) Presenter, Student Leadership Conference, Memphis, TN April 2015

Best Practices for References

PURPOSE

Your reference list should match your résumé and cover letter in style and format. When placed side by side, they become a part of your job search “brand.” It should be clear that they are a family of docu-ments.

One sheet, one side is more than sufficient.

Try a centered and a left-justified format to see which looks more visually pleasing.

Include for each reference:

Name Title Employer How you know the person (if not easily identified from the title and employer); occasionally an

employer will ask you to identify how long you have known the person – watch for these kinds of specific requests and follow them exactly.

Email address Phone number Mailing address

CHRIS JACKSON 987 Johnson St. Oahu, HI 96701

Bluffton University, 1 University Dr. Bluffton, OH 45817

123-456-7890 ⦁ chrisjackson@bluffton.edu

Professional References__________________________________________________________

Sue Smith

General Manager, ABC Organization 555 North St. Bluffton, OH 45817

(555) 555-5555 ssmith@abc.org

Dr. Jim Jones Professor of Business, Bluffton University

1 University Dr. Bluffton, OH 45817 (555) 555-5555

jjones@bluffton.edu

Jane Brown Office Manager, XYZ Non-Profit Agency

2222 South St. Findlay, OH 45840 (777) 777-7777

brownj@agency.org

Thank-you Notes

Thank them for

the conversation

and interaction

Reiterate something

positive from your con-

versation with them

Reiterate your interest

in an opening and be

specific about what

action you’ll take going

forward

Some final thoughts….

Submitting applications If submitting electronically, use pdf unless requested otherwise

If submitting in person or by mail, use simple résumé paper. The Center for Career & Vocation has a limited supply of résumé paper for student use. Typically, we can provide you with 10 or so copies of your résumé and cover letter. For larger projects, check an office supply store

Use a cover letter any time you are not handing your resume directly to someone

If color is used on your documents, be sure to print out a black and white ver-sion to make sure everything is readable in gray tones

If you struggle with Highlighted Skills, consider these:

What does a teacher who knows you well think when they see your name on a class list?

“Oh Chris Jackson…. He always contributes to class discussion and gets everyone involved”

Possible Highlighted Skill: “Skilled at facilitating group conversations and soliciting participation”

What does a former coach think when they see your name on a team roster?

“Chris Jackson… I’ve hardly seen a more dedicated player”

Possible Highlighted Skill: “Incredible work ethic with dedication to excellent performance”

What does a supervisor think when they see your name on the shift schedule?

“Chris Jackson… I never have to check up on him. He’s great with the customers”

Possible Highlighted Skill: “Exceptional customer service skills and ability to self-supervise”

If you struggle with resume bullet points: Think past just the tasks of the job and consider outcomes of your work (“Cleaned restrooms and emptied trashes” vs. “Maintained safe and clean environment to welcome visitors”)

What was the bigger picture to which you contributed

Think transferrable skills—Did you…

Train or supervise others? Suggest Improvements to processes? Manage major programs or projects? Maintain records or documentation? Work independently or self-supervise?

________________________________________________________________________________________

We would love to help you develop your job search documents. Please do not hesitate to contact us!

career@bluffton.edu | 419-358-3030

Resume Rubric for: ________________________________________________ Major: _____________________________________

Evaluator: _______________________________________________________ Date: ______________________________________

Based on a resource developed by NYU Wasserman, The Center for Career Development

Excellent Above Average Needs Improvement

Format/

Appearance

Appropriate length for field/level of experience

Fills the page, but not overcrowded Consistent font/spacing Consistent & effective use of bold/

italics/underlining Section titles clearly listed & easy to find

Appropriate length for field/level of experience

Fills the page Somewhat consistent font/spacing Some use of bold/italics/underlining Section titles listed

Inappropriate length for field/level of experience

Difficult to read/visually distracting Font/spacing is inconsistent Ineffective or no use of bold/italics/

underlining Section titles not listed/difficult to find

Comments:

Organization

Name & contact info clearly listed at top Titles, organizations, dates, and/or loca-

tions listed consistently Sections ordered in terms of importance Section titles highlight relevant skills/

experience Experience in reverse chronological

order in sections Excellent use of top-of-page real estate

Name listed, missing some contact info Titles, organizations, dates, and/or loca-

tions listed somewhat consistently Section ordering sufficient Section titles sufficient Experience in reverse chronological

order in all or most sections Somewhat effective use of top-of-page

real estate

Name & contact info unclear Inconsistent listing of titles, organiza-

tions, dates, and/or locations Ineffective ordering of sections Section titles do not highlight skills/

experience Experiences not in reverse chronological

order in sections

Ineffective use of top-of-page real es-

Comments:

Content

Uses a variety of strong action verbs Lists degree and grad date Outcome/accomplishment oriented No spelling/grammar errors Descriptions are concise and descriptive Keywords/skills targeted for the position

Some use of action verbs Missing either degree or grad date Some outcomes/accomplishments No spelling/grammar errors Descriptions somewhat concise and

descriptive Keywords/skills somewhat targeted for

the position

Ineffective use of action verbs Does not list degree and grad date;

Includes high school No outcomes/accomplishments listed Spelling/grammar errors Descriptions not concise and/or descrip-

tive Keywords/skills not targeted for the

position

Comments:

Overall Meets most of the criteria of an

excellent resume Falls between an excellent resume

& one that needs improvement Does not meet the criteria of an

average or excellent resume

Comments: